Features In Visitor Management System creates a safety framework for your employees by preventing just about anyone from directly marching into the premises. It also helps in the effective management of daily foot traffic. But, deciding on the right visitor management system is imperative to know the critical features for ensuring a positive visitor experience and minimal disruption to your staff. Therefore, we’ve created this practical guide to select the right VMS for you. So, let’s find out:-

1 Cloud Storage

Have you ever used the conventional book visitor paper sign-in sheets? If yes, then what did you do when the book was full? Now, imagine this happening to your visitor management system! Don’t worry a simple solution to this problem is the cloud. With cloud-powered VMS, the data entered by your visitors will stay safe and available to be analyzed anytime. So, no more data entry responsibility for your reception staff.

Further, the traditional, paper-based visitor management mechanism isn’t safe; no privacy whatsoever. Anybody in the office can see who all your contractors and clients are. On the other hand, with a proper VMS, only authorized personnel will have access to the backend.

2 QR Scan Check-in

In the COVID-19, when the virus spreads from touching different surfaces, to ensure your employee’s safety, you need to consider a VMS that comes with a QR scan check-in feature. In this feature, a visitor, be your client, contractor, or anyone outside the office arrives at your reception needs to scan the QR code placed on the reception desk with their smartphone. Once scanned, the registration or check-in form will open their smartphone, they’ll have to fill the details, and get the access or book a meeting with any of the employees. So, the whole idea is, the visitor isn’t going to touch any surface, unlike tablet based VMS, where a visitor can fill the form on only the tablet placed at the front desk.

3 Customizable

You must invest in a digital visitor management system that provides you with the flexibility of customization. Each 0rgnization, be it a start-up or a large enterprise, has its framework for working, a customizable VMS can meet all the needs efficiently.

The customization can be terms of the form you prepare for your visitors to fill in. Like during the COVID-19 outbreak, you add questions related to their health, do they have any symptoms of cough or cold? Have they met with a coronavirus infected person?  So, that’s customization, but that doesn’t stop, it can include who access the dashboard, right to how the data is going to be stored.

4 Scalability

Being a growing business exploring new horizons of opportunities, go with a digital visitor management system that scales with your changing requirements. You don’t want to change your VMS package if the number of daily visitors increases.

5 Reporting

Last but not least, the reporting empowers the senior authority of the organization with valuable insights about their employees. So, choose a digital VMS that provides real-time reports of who’s there on the premises, when and why. Ideally, the reporting feature must have the flexibility of filters to help you get well-defined data. The reports must be either CSV or PDF format so that you can analyze it.

In the end, if your prospective digital VMS has all these mentioned features, then without a dilemma, you are making the right decision to go with it.